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Depositor access FAQs

March 2020

What costs may apply when I want to access my deposited material?

There are two circumstances where there may be costs applied:

  • Temporary retrieval of physical material: Where owners have placed material on deposit with Ngā Taonga, our staff can arrange for the temporary retrieval and despatch of that material to the depositor or nominated third party, subject to charges for two condition reports, one to check the material before it leaves the Archive and again when it is returned. The cost of this work is based on the time taken by our staff to undertake the condition reports. Copies of these reports will be supplied to the depositor.
  • Requesting Digital Copies: Where depositors and rights holders require examination of, and/or digital copies of their material, costs will be calculated based on the nature, timescale and volume of the request, which will determine the staff time needed to complete the work. Additional technical service fees may be applied to determine the viability of materials for loan and reproduction work.

Permanent withdrawal of material is free of charge including any condition reporting. Should the owner wish to redeposit the material, a waiting period of 12 months applies and re-consideration of the material will then be subject Ngā Taonga Selection and Acquisition Policy in place at the time of re-offer.

The hourly rates and other fees are detailed on our full Collection Access Price Guide (pdf).

Why has the pricing been changed?

Ngā Taonga provides safe, archival-standard storage for depositors’ materials, at no cost to depositors. The growth of our collection and the increase in the number of access requests we have received over recent years meant that a review of our pricing policy was necessary in order to support our archival work.

The major change for depositors – a requirement for condition reporting, is to ensure we all know the material is fit to use and that any damage or deterioration of the material while it is out of our possession can be accounted for. This report requires staff time to compile and hence there is a charge raised for this service.

Archival storage remains free to all depositors – it is only when we have to carry out work on your material at your request that we levy any charges.

Why should depositors be charged? Doesn’t government funding cover it?

Although the Ministry of Culture and Heritage is our main source of funding we are not a crown entity, and all our costs are not covered. We need (and our primary funders expect us) to charge fairly for our work so that we can keep your deposited material and our wider collection safe and secure for the future. Importantly, any work involved in access requests that is covered by our Ministry funding is not also charged to clients.

The new pricing is based on an hourly rate. Isn’t retrieving my material a simple task?

Retrieval of material for depositors involves condition reporting before the material leaves the archive and when it is returned. This is to ensure that we all know the condition of the material when it leaves the Archive and when it is returned. The time required for each condition report depends on the nature of the material. For example, a two-hour feature film on several reels will take longer to assess than a single short reel.

How are the charges calculated?

The rates are calculated using the number of hours in staff time. The rates are discounted for non-commercial use by individuals, iwi, community groups, charities, educational institutions and the GLAM sector. For these groups the first 30 minutes of any research work is also free. The hourly rates and other fees are detailed on our full Collection Access Price Guide (pdf).

I was promised a free copy of my material when I deposited it but haven’t received it. Can I still get that free copy?

Yes, depending on the nature of the material. If a digitised copy already exists it may be possible to supply a free copy. If analogue film, video or audio material still requires preservation then there may be charges to carry out access work and a wait time. We welcome your enquiry about copies and can advise you of the process, timescale and any applicable costs.

Why should I keep my material at Ngā Taonga rather than somewhere else?

Ngā Taonga is an archive dedicated to preserving material of significance to New Zealand. Material accepted into the collection forms part of our national audiovisual heritage and we expect it to be the long-term record of our audiovisual history. Commercial storage providers are available if you wish to simply store your material.

If I am removing my material permanently do I still have to pay for condition reporting?

Permanent withdrawl from the collection is free of charge, and may be subject to a condition report at the discretion of Ngā Taonga, which we will also provide free of charge in this circumstance only. Should you wish to redeposit the material, a waiting period of 12 months applies and re-consideration of the material will then be subject to the Ngā Taonga Selection and Acquisition Policy in place at the time of re-offer.

March 2020